Office Operations & Events Coordinator

Egon Zehnder is one of the world’s foremost leadership and talent consultancies. Our firm provides senior-level executive search, board search, advisory, CEO succession, family business advisory, as well as leadership assessment and development to the world’s most respected organizations. With more than 600 consultants in 71 offices and 37 countries, we work closely with public and private corporations, family-owned enterprises, and nonprofit and government agencies to help them define great leadership in the face of changing economic conditions, emerging opportunities, and evolving business goals.

The Office Operations & Events Coordinator plays a key role in supporting the smooth day-to-day functioning of our Knowledge Center in Budapest, contributing to employee experience, internal culture, events, and HR/Recruitment assistance. The role supports an organization of approximately 100 employees working in a hybrid setup, based in a mid-sized, single-level office located next to Heroes’ Square. This is a hands-on, people-facing position requiring strong organizational skills, creativity, and close collaboration with the entire KCB Office Team, Talent Acquisition, and HR.

Key Responsibilities

Office Operations & Administration

• Perform traditional office coordination tasks, including welcoming guests, receiving packages, and supporting general front-office activities.
• Manage office administration, correspondence, and documentation.
• Maintain office supplies and coordinate purchases; manage relationships with office suppliers and service providers.
• Proactively coordinate maintenance and repairs of office equipment, space, and facilities with external vendors.
• Manage contracts and relationships with external partners related to office operations and events.
• Coordinate fire and safety administration, ensuring compliance with regulations.
• Collect, track, and follow up on invoices related to office purchases and events, ensuring timely processing.
• Support the preparation and monitoring of the office budget, ensuring cost-effective operations.
• Ensure office spaces (meeting rooms, open office areas, kitchen) are tidy, well-organized, and ready for use, with special attention on event days.
• Take responsibility for keeping the kitchen area clean and organized, and ensure compliance with the corresponding policies.
• Maintain and communicate office policies and ensure adherence to written procedures.
• Provide ad-hoc support to members of the KCB Office Team as needed to manage workload peaks.

People, Culture & Internal Communications

• Support internal KCB communications, including preparation of the monthly newsletter and content coordination.
• Foster a positive work environment through engagement initiatives, team-building activities, and cultural events.
• Contribute creatively to office culture initiatives and employee experience improvements.
• Promote and support sustainable office practices, including participation in the Local Impact Team.
• Maintain accurate and up-to-date KCB mailing lists.
• Drive and coordinate relationships with the building management, including office space usage, event spaces, and equipment needs, while exploring external alternatives where relevant.

Event Planning & Coordination

• Plan, organize, and execute office events, including monthly gatherings, the Summer Event, Christmas Party, trainings, and ad-hoc events.
• Support events involving KCB employees as well as EZ and external guests.
• Manage hotel bookings and logistical arrangements for visitors.
• Coordinate all event logistics, including venue selection, catering, transportation, and accommodation.
• Liaise with vendors to ensure high-quality service delivery.
• Ensure events are delivered within budget.
• Oversee on-the-day event execution and resolve any issues that arise.
• Collect feedback to continuously improve event and office experience processes.

Recruitment, HR & Integration Support

• Support recruitment activities by coordinating interviews and assisting with recruitment and HR administration.
• Provide administrative support to the Office Team, including scheduling, calendar management, questionnaires, and ad-hoc organizational tasks.
• Support onboarding preparations for new hires, including documentation, system access requests, equipment coordination, and orientation logistics.
• Own and manage onboarding activities on a new hire’s first day, ensuring physical and informal infrastructure is ready.
• Act as a liaison between line management and local leadership to ensure onboarding and integration tasks are completed.
• Coordinate occupational health and safety processes, including mandatory medical check-ups for new joiners and existing employees.
• Manage work-related equipment administration for joiners, leavers, and employees on extended leave (e.g. maternity leave).
• Drive relationships and administration with student associations.
• Participate in and represent Egon Zehnder at job fairs and networking events, in coordination with the Talent Acquisition Team.

Requirements

• Completed university degree (Bachelor’s or higher).
• Previous experience in office management, office coordination, or a similar administrative role.
• Experience in people administration, HR administration, or recruitment coordination is a strong advantage.
• Self-driven, proactive personality with a creative and entrepreneurial mindset.
• Ability to switch quickly between topics and priorities in a dynamic environment.
• Strong interest in building office culture, employee experience, and engagement, with the confidence to bring ideas and creative solutions.
• High attention to detail and strong organizational skills.
• Fluent English is a must due to the international working environment. German language skills are considered an advantage.
• Openness to adjust working hours based on business needs and event requirements.
• Comfortable working collaboratively while also managing tasks independently.

Working Model & Practical Details

• Location: Budapest
• Office presence: Hybrid home office setup: minimum 3 days per week in the office, maximum 2 days per week working from home
• Working hours: Flexible, aligned with business needs

Benefits

At Egon Zehnder, we operate as one unified team with expertise across industries, functions, and geographies. Our organization can be described as high-performing and collaborative, combined with a caring and respectful culture. Employee safety, well-being, and engagement are top priorities and at the core of our culture. We are proud to build relationships and live our Values through our Employee Resource Groups and initiatives. We have global programs focused on:

• Wellbeing,
• Sustainability,
• EZ+ (LGBTQ+),
• Neurodiversity, etc.

Be part of an international, highly professional, dynamic, and close-knit team! In addition to a competitive salary, we offer an annual performance-based bonus to reward our employees for their hard work and dedication. We offer additional paid holidays between Christmas and New Year, allowing our employees to spend time with their families and loved ones during the festive season. Our private medical care package ensures that our employees have access to high-quality medical care when they need it most. To support our employees in their personal and professional development, we offer free language courses in English, French, German, Hungarian, and Italian. We understand the importance of work-life balance, and our flexible hybrid work model allows our employees to work from home or in the office, depending on their needs and preferences. The policy varies by country and is subject to change by Egon Zehnder at any time. Our cafeteria provides a variety of meal options for our employees to choose from, ensuring that they have access to healthy and delicious snacks throughout the day.